Tip 7 - Auto Campaigns

Tip Of The Week
Auto Campaigns

An important part of your business is staying in touch with your students, past, present and future ones and giving them that personal touch that is so rare these days as a consumer.
You can set up all kinds of Auto send campaigns that can be created ahead of time so once you place a person into a particular group, the auto send campaigns can go out. A way to do this is to setup some kind of drip system.
By “drip system” I mean a steady flow of correspondence to an individual of meaningful information.
For instance, for your leads and prospects, you can set up some kind of drip system that will contact them on a steady basis. You don’t want to overpower them with correspondence but at the same time you do want to follow up with them.
The main filters that will help you set this up are the groups and the group timeline filter.
The groups time line filter is, in my opinion a very powerful filter because this is the filter that will allow you to setup the drip system. You just have to know when the person became part of that particular group.

Of course once you have the drip emails setup for a particular group, anybody that is added to that group, will automatically start getting the emails on that timeline.
Please phone your account manager if you have any questions regarding setting this up.

Some examples of campaigns that you can setup are:

For Leads and Web Leads:

a) Prospect welcome letter
Filters to use:
Group = Leads
Group timeline = Joined today

Recommended information to have in this email are directions to school, two introductory times they can choose from, a success story from one student that is also linked to success stories on your website, and maybe a link to things that would help them be more comfy for the first visit: how to tie belt, why martial artists bow etc. Articles are a great thing to send as well, for examples Safety tips and etc (can find already about 15 Safety Tips ready to go in you’re My Office Library-Shared Documents- in the flyer section)

b) 1st , 2nd and 4th week follow up letter
Filters to use:
Group = leads
Group Timeline = 7 days, 14 days or 30 days.

I recommend in these emails you should have information about school, programs and styles that you teach. Also put some promotional offers in order help you with your sell. It’s always good to also put a success story in these emails as well.

c) Newsletters:
Group = Leads

As I mentioned in the previous tips, it is very important to maintain communication through newsletters.


For Students:

a) Welcome to the School email
Filters to use:
Group = Students
Group Timeline = Joined this group today

In this email you want to welcome them and also give the thing that you want them to achieve in a next little while.

b) 1st , 2nd and 4th week follow up letter
Filters to use:
Group = leads
Group Timeline = 7 days, 14 days or 30 days.

This is similar to the leads emails. You should ask them about they are enjoying their program or schedule. Also place promotions for specific merchandises that you sell in your pro shop such as Gloves and etc.

c) 60 days birthday party Invite
Filters to use:
Group = Students (or both Student and the leads filters if they want to offer to all and not just their members).
Birthday = Birthday in the next 60 days
Age Group = 12 years and Younger

Explain your birthday party programs and how it works to generate interest. You want to send this out 60 days before the actual birthday because parents tend to start planning about a month before the actually birthday.

d) Birthday cards
Filters to use:
Group = Students
Birthday = Birthday Today

Setup an E-card to go out on their birthday. This helps in building relationship. You should have to set of cards created. One for kids and one for adults.

e) 90 Day upgrade meeting
Filter to use:
Group Timeline = 90 days
Student Ratings = A or B

This meeting will be specifically set for upgrade to Master’s club or black belt club.


f) Renewal Meeting request
Filters to use:
Group = Students
Membership Expirations = Membership expires in 3 months

(You should also make a difference between the emails that students receive according to their rating or attendance. “A” students get a reminder to renew and the benefits of doing it early perhaps, while B and C students get a request to setup a “feedback meeting” since they may need to be warmed up before you go for the renewal).


g) Miss you Letters
Filters to use:
Student Ratings = NA
Group = Students

This is an email set to go out when student’s attendance has dropped in order to motivate them to come to more classes.

There are so many of these filters that you can set. Other examples could be Bring a friend day, testing day reminder, newsletters, info on your referral program and etc.


Remember that you can also book your one on one training session with one of our qualified instructors. Just mention to your account manager that you received your tip of the week and you would like to reserve your spot for one on one training session, free of charge.